Temporary Lodging (Hoptel) - Service AMENDMENT No. 02 -- Q&A's

SOLICITATION No. 36C247-19-Q-0657
Temporary Lodging Hoptel Services
Charleston, SC
AMENDMENT No. 01
The purpose of this Amendment is to provide Answers to Questions raised on the Temporary Lodging Hoptel Services, Solicitation #36C247-19-Q-0657 as follows:
Question: How far in advance will we receive the room roster?
ANSWER: THE MANIFEST IS PROVIDED 24-HOURS IN ADVANCE AND AN UPDATED MANIFEST WITH ANY NEW REQUESTS OR CANCELLATIONS IS PROVIDED BY 2:00 P.M. ON THE DAY OF THE STAY.
Question: On average, how many rooms are not used per week?
ANSWER: THE CANCELLATION RATE IS AROUND 10% to 15%.
The Solicitation closing date remains Friday, August 16th, 2019 with receipt of all Quotes by no later than 5:00 p.m. (EST)
Â.

PAGE 1 OF
1. REQUISITION NO.
2. CONTRACT NO.
3. AWARD/EFFECTIVE DATE
4. ORDER NO.
5. SOLICITATION NUMBER
6. SOLICITATION ISSUE DATE
a. NAME
b. TELEPHONE NO. (No Collect Calls)
8. OFFER DUE DATE/LOCAL
TIME
9. ISSUED BY
CODE
10. THIS ACQUISITION IS
UNRESTRICTED OR
SET ASIDE:
% FOR:
SMALL BUSINESS
HUBZONE SMALL
BUSINESS
SERVICE-DISABLED
VETERAN-OWNED
SMALL BUSINESS
WOMEN-OWNED SMALL BUSINESS
(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED
SMALL BUSINESS PROGRAM
EDWOSB
8(A)
NAICS:
SIZE STANDARD:
11. DELIVERY FOR FOB DESTINA-
TION UNLESS BLOCK IS
MARKED
SEE SCHEDULE
12. DISCOUNT TERMS
13a. THIS CONTRACT IS A
RATED ORDER UNDER
DPAS (15 CFR 700)
13b. RATING
14. METHOD OF SOLICITATION
RFQ
IFB
RFP
15. DELIVER TO
CODE
16. ADMINISTERED BY
CODE
17a. CONTRACTOR/OFFEROR
CODE
FACILITY CODE
18a. PAYMENT WILL BE MADE BY
CODE
TELEPHONE NO.
DUNS:
DUNS+4:
PHONE:
FAX:
17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER
18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED
SEE ADDENDUM
19.
20.
21.
22.
23.
24.
ITEM NO.
SCHEDULE OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
(Use Reverse and/or Attach Additional Sheets as Necessary)
25. ACCOUNTING AND APPROPRIATION DATA
26. TOTAL AWARD AMOUNT (For Govt. Use Only)
27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA
ARE
ARE NOT ATTACHED.
27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA
ARE
ARE NOT ATTACHED
28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________
29. AWARD OF CONTRACT: REF. ___________________________________ OFFER
COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND
DATED ________________________________. YOUR OFFER ON SOLICITATION
DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY
(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE
ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED
SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:
30a. SIGNATURE OF OFFEROR/CONTRACTOR
31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)
30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)
30c. DATE SIGNED
31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT)
31c. DATE SIGNED
AUTHORIZED FOR LOCAL REPRODUCTION
(REV. 2/2012)
PREVIOUS EDITION IS NOT USABLE
Prescribed by GSA - FAR (48 CFR) 53.212
7. FOR SOLICITATION
INFORMATION CALL:
STANDARD FORM 1449
OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30
SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS
65
534-20-1-119-0001
36C24719Q0657
07-29-2019
Norway, John
843-577-5011
08-16-2019
5:00 p.m.
Department of Veterans Affairs
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston SC 29403-5799
X
100
X
Y
721110
$32.5 Million
N/A
X
See Delivery Schedule
Department of Veterans Affairs
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston SC 29403-5799
Department of Veterans Affairs
FMS-VA-2(101)
Financial Services Center
PO Box 149971
Austin TX 78714-9971
See CONTINUATION Page
HOPTEL SERVICES for the Ralph H. Johnson VAMC. Services
will be performed in accordance with the Statement of Work.
Refer to Sections B.2 and B.3 for a complete list of
required services.
Base plus Four Option Years period of performance:
October 1, 2019 through September 30, 2024. The Government
reserves the unilateral right for exercise of all option
years.
Firm Fixed Price for the entire term of the contract.
Reference obligation number 534-C_____ (to be provided at
time of award) on all Invoices for Prompt Payment.
See CONTINUATION Page
X
X
1
LaToyer Furbush
36C24719Q0657
Page 1 of
Page 3 of 66
Page 1 of
Table of Contents
SECTION A 1
A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1
SECTION B - CONTINUATION OF SF 1449 BLOCKS 3
B.1 CONTRACT ADMINISTRATION DATA 3
B.2 PRICE/COST SCHEDULE 4
ITEM INFORMATION 4
B.3 DELIVERY SCHEDULE 7
SECTION C - CONTRACT CLAUSES 12
C.1 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS (OCT 2018) 12
C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERCIAL ITEMS (MAY 2019) 18
C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) 25
C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 25
C.5 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009) 26
C.6 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) 26
C.7 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018) 27
C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) 27
C.9 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) 28
C.10 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY REFERENCE (JAN 2008) 29
C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 29
SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS 30
SECTION E - SOLICITATION PROVISIONS 38
E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) 38
E.2 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS (OCT 2018) 39
E.3 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014) 45
E.4 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (OCT 2018) 46
E.5 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JUL 2016)(DEVIATION) 63
E.6 52.216-1 TYPE OF CONTRACT (APR 1984) 63
E.7 52.233-2 SERVICE OF PROTEST (SEP 2006) 63
E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018) 64
E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018) 64
E.10 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 65
E.11 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 65
36C24719Q0657
Page 1 of
Page 12 of 66
Page 1 of
SECTION B - CONTINUATION OF SF 1449 BLOCKS
B.1 CONTRACT ADMINISTRATION DATA
1. Contract Administration: All contract administration matters will be handled by the following individuals:
a. CONTRACTOR:
b. GOVERNMENT: Contracting Officer 36C247
Department of Veterans Affairs
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston SC 29403-5799
2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:
[X]
52.232-33, Payment by Electronic Funds Transfer System For Award Management, or
[]
52.232-36, Payment by Third Party
3. INVOICES: Invoices shall be submitted in arrears:
a. Quarterly []
b. Semi-Annually []
c. Other [X] Monthly
4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.
Department of Veterans Affairs
FMS-VA-2(101)
Financial Services Center
PO Box 149971
Austin TX 78714-9971
ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:
AMENDMENT NO
DATE
B.2 PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
795.00
EA
____________
____________
15 Rooms every Sunday Night
Contract Period: Base
POP Begin: 10-01-2019
POP End: 09-30-2020
0002
4,680.00
EA
____________
____________
30 Rooms every Monday, Tuesday, and Wednesday Night
Contract Period: Base
POP Begin: 10-01-2019
POP End: 09-30-2020
0003
1,300.00
EA
____________
____________
25 Rooms every Thursday Night
Contract Period: Base
POP Begin: 10-01-2019
POP End: 09-30-2020
0004
416.00
EA
____________
____________
4 Rooms every Friday and Saturday night
Contract Period: Base
POP Begin: 10-01-2019
POP End: 09-30-2020
1001
795.00
EA
____________
____________
15 Rooms every Sunday Night
Contract Period: Option 1
POP Begin: 10-01-2020
POP End: 09-30-2021
1002
4,680.00
EA
____________
____________
30 rooms every Monday, Tuesday, Wednesday Night
Contract Period: Option 1
POP Begin: 10-01-2020
POP End: 09-30-2021
1003
1,300.00
EA
____________
____________
25 rooms every Thursday night
Contract Period: Option 1
POP Begin: 10-01-2020
POP End: 09-30-2021
1004
416.00
EA
____________
____________
4 rooms every Friday and Saturday night
Contract Period: Option 1
POP Begin: 10-01-2020
POP End: 09-30-2021
2001
795.00
EA
____________
____________
15 Rooms every Sunday Night
Contract Period: Option 2
POP Begin: 10-01-2021
POP End: 09-30-2022
2002
4,680.00
EA
____________
____________
30 Rooms every Monday, Tuesday and Wednesday Night
Contract Period: Option 2
POP Begin: 10-01-2021
POP End: 09-30-2022
2003
1,300.00
EA
____________
____________
25 Rooms every Thursday Night
Contract Period: Option 2
POP Begin: 10-01-2021
POP End: 09-30-2022
2004
416.00
EA
____________
____________
4 Rooms every Friday and Saturday Night
Contract Period: Option 2
POP Begin: 10-01-2021
POP End: 09-30-2022
3001
795.00
EA
____________
____________
15 Rooms every Sunday Night
Contract Period: Option 3
POP Begin: 10-01-2022
POP End: 09-30-2023
3002
4,680.00
EA
____________
____________
30 Rooms every Monday, Tuesday and Wednesday night
Contract Period: Option 3
POP Begin: 10-01-2022
POP End: 09-30-2023
3003
1,300.00
EA
____________
____________
25 Rooms every Thursday Night
Contract Period: Option 3
POP Begin: 10-01-2022
POP End: 09-30-2023
3004
416.00
EA
____________
____________
4 Rooms every Friday and Saturday Night
Contract Period: Option 3
POP Begin: 10-01-2022
POP End: 09-30-2023
4001
795.00
EA
____________
____________
15 Rooms every Sunday Night
Contract Period: Option 4
POP Begin: 10-01-2023
POP End: 09-30-2024
4002
4,680.00
EA
____________
____________
30 Rooms every Monday, Tuesday and Wednesday Night
Contract Period: Option 4
POP Begin: 10-01-2023
POP End: 09-30-2024
4003
1,300.00
EA
____________
____________
25 Rooms every Thursday Night
Contract Period: Option 4
POP Begin: 10-01-2023
POP End: 09-30-2024
4004
416.00
EA
____________
____________
4 Rooms every Friday and Saturday Night
Contract Period: Option 4
POP Begin: 10-01-2023
POP End: 09-30-2024
GRAND TOTAL
____________
B.3 DELIVERY SCHEDULE
ITEM NUMBER
QUANTITY
DELIVERY DATE
0001
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
795.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
0002
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
4,680.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
0003
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
1,300.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
0004
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
416.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
1001
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
795.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
1002
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
4,680.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
1003
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
1,300.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
1004
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
416.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
2001
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
795.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
2002
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
4,680.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
2003
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
1,300.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
2004
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
416.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
3001
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
795.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
3002
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
4,680.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
3003
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
1,300.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
3004
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
416.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
4001
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
795.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
4002
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
4,680.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
4003
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
1,300.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
4004
SHIP TO:
Ralph H. Johnson VA Medical Center
109 Bee Street
Charleston, SC 29401
USA
416.00
MARK FOR:
Travis T. Silver
843-789-6898
Travis.Silver@va.gov
36C24719Q0657
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Page 30 of 66
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SECTION C - CONTRACT CLAUSES
C.1 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS (OCT 2018)
Incorporated Full Text __ truncated for FBO Posting
C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERCIAL ITEMS (MAY 2019)
Incorporated Full Text __ truncated for FBO Posting
C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.
(End of Clause)
C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)
(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 90 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.
(End of Clause)
C.5 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009)
The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses or veteran-owned small businesses proposed as subcontractors in accordance with 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more service-disabled veteran-owned small businesses or veteran-owned small businesses for subcontract work of the same or similar value.
(End of Clause)
C.6 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018)
Incorporated Full Text __ truncated for FBO Posting
C.7 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018)
Incorporated Full Text __ truncated for FBO Posting
C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)
Incorporated Full Text __ truncated for FBO Posting
C.9 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)
Incorporated Full Text __ truncated for FBO Posting
C.10 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY REFERENCE (JAN 2008)
The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the Web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer.
[Contracting officer shall list all FAR and 48 CFR Chapter 8 (VAAR) provisions and clauses incorporated by reference that must be completed by the offeror or prospective contractor and submitted with the quotation or offer.]
(End of Provision)
FAR Number
Title
Date
852.270-1
REPRESENTATIVES OF CONTRACTING OFFICERS
JAN 2008
C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
(End of Clause)
36C24719Q0657
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FAR Number
Title
Date
52.203-17
CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS
APR 2014
52.204-4
PRINTED OR COPIED DOUBLE-SIDED ON POSTCONSUMER FIBER CONTENT PAPER
MAY 2011
52.204-18
COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE
JUL 2016
52.232-18
AVAILABILITY OF FUNDS
APR 1984
52.232-19
AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR
APR 1984
52.232-40
PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS
DEC 2013
852.203-70
COMMERCIAL ADVERTISING
MAY 2018
SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS
Hoptel
Statement of Work
1. GENERAL: The Hoptel Program has been designed to reduce Government spending and duplication of efforts in administrative support services. The Ralph H. Johnson Hoptel Program realizes significant savings through partnering, standardization, streamlining, prudent acquisition strategies, reorganization, economies of scale, or consolidation, and an overall sound business approach to the delivery of products and services. As of today, the Ralph H. Johnson Hoptel Program provides more than 290 hotel rooms per month to Veterans that meet the criteria standards in Medical Center s CPM 136-14-04
2. BACKGROUND: The Department of Veterans Affairs (VA) is mandated to establish a program for providing temporary lodging under section 221(a) of the Veterans benefits and health Care Improvement Act of 2000 (Public Law 106-419). These statutory provisions regarding temporary lodging have been codified as Title 38 United States Code (U.S.C.) 1708 and are administered by VHA. Statutory provisions allow VA to use appropriated funds for temporary lodging or hoptel services, including non-VA facilities (i.e. motels, hotels, etc.). NOTE: Federal Regulations on temporary lodging were published on February 21, 2014.
3. PERIOD OF PERFORMANCE: 10/01/2019-09/31/2023
4. PLACE OF PERFORMANCE: Pending award of contract.
5. DAYS AND HOURS OF OPERATION: Seven days a week, check in time will be between 1500 and 1900 daily. Veterans arriving after 1900 will be required to call AOD in advance to keep their room open.
6. PERFORMANCE REQUIREMENTS:
1. The Contractor shall furnish rooms to the VA beneficiaries authorized by the Ralph H. Johnson VAMC. The Contractor shall furnish all standard supplies/services included as the minimum room requirements. These rooms will be used on a short-term basis for the VA Hoptel Program. Availability is as follows:
Item #
Description/Part Number*
Qty Per Night
Days in Year
1
Sunday Night Rooms
15
53
2
Mon, Tues, Wed Night Rooms
30
156
3
Thur Rooms
25
52
4
Fri & Sat Rooms
4
104
2. Hotel cleanliness will be required to meet specific minimum standards to include washing all bedding including comforters daily, room will be free of mildew/mold and non-smoking rooms will be smoke free. Standard items in the room will be maintained and in good repair. Carpet will be visibly clean and free of stains. The facilities outside of the rooms, including hallways, entry ways and grounds should also be clean and in good repair. The interior facilities should be free of pests. Additionally, the hotel will provide a safe and secure environment for the Veterans, including door locks that function properly and video surveillance of the common areas.
3. HVAC units should be clean and well maintained.
4. Repairs need to be made to items owned by the Hotel/Motel in a timely manner. Items that can be repaired/replaced on site (i.e. furniture) should be repaired/replaced immediately. Items that need parts ordered or specialty service should be removed from the room as practical (example: it is not practical to remove damaged countertops) and repaired as soon as parts/services are available.
5. Visible signage in rooms specifying costs for certain incidents such as the removal of hotel/motel property (i.e. pillows and towels) and charges for smoking in non-smoking rooms.
6. It is preferred that the hotel has one of the following quality ratings:
First class or higher per the Official Hotel Guide;
Three crowns or higher per the OAG Business Travel Planner;
Three diamonds or higher per AAA; or
Three stars or higher per the Forbes Travel Guide.
7. The hotel shall be compliant with the Hotel and Motel Fire Safety Act of 1990 15 U.S.C. 2201 et seq, (Public Law 101-391), and must hold a FEMA certification number. The hotel shall be compliant with Americans w/Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). Additionally, the hotel shall abide by all state and federal regulations that govern the proper operation of such an establishment.
8. Rooms will include at a minimum a microwave or kitchenette, miniature refrigerator, coffee pot, television and telephone.
9. Maintain environmental reports from annual inspections with incidental inspections occurring upon discrepancy. Pest control inspection reports showing that there are no issues with pests on the premises. Pest control shall include bed bugs, cockroaches, terminates, ants, rodents, flies, mosquitoes, fleas, spiders, wildfire, ticks, beetles, gnats, silverfish, earwigs, stinging pests, stink bugs, millipedes, weevils, fruit flies, and mites. Additionally, the hotel must maintain all other inspection reports as required by state and federal laws and regulations for such an establishment.
10. Provide complimentary standard personal care items in all rooms, additional items (i.e. tooth brush, tooth paste, razors, deodorant, body soap and shampoo) available upon request free of charge. ALL extra amenities will be the responsibility of the patient (i.e. room service, pay-per view movies, etc.) local calls available at no cost.
11. Provide a hot breakfast/continental breakfast free of charge.
12. Provide concierge service to assist older or handicapped patients.
13. Provide free Wi-Fi and Wi-Fi access free of charge.
14. The hotel/motel must not be above complaint thresholds stated in the Quality Assurance Surveillance Plan for more than three (3) consecutive months.
15. Daily stay reports for all Veterans that stayed the prior night should be submitted to the COTR by 1000 hours on the next business day via email.
16. The C & A requirements do not apply, and a Security Accreditation Package is not required
17. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
18. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.
19. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).
20. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.
21. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.
22. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.
23. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.
24. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.
25. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.
26. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.
27. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.
28. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.
a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.
b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.
c. Each risk analysis shall address all relevant information concerning the data breach, including the following:
(1) Nature of the event (loss, theft, unauthorized access);
(2) Description of the event, including:
(a) date of occurrence;
(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;
(3) Number of individuals affected or potentially affected;
(4) Names of individuals or groups affected or potentially affected;
(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;
(6) Amount of time the data has been out of VA control;
(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);
(8) Known misuses of data containing sensitive personal information, if any;
(9) Assessment of the potential harm to the affected individuals;
(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and
(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.
d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:
(1) Notification;
(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;
(3) Data breach analysis;
(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;
(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and
(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.
e. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:
(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;
(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;
(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and
(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]
f. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.
29. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
30. The establishment must be within 10 miles of the Ralph H. Johnson VAMC, 109 Bee Street, Charleston SC 29401.
7. INVOICES: The Contractor will furnish with invoice signed documented proof that services have been rendered in accordance with this contract. Room charges are only for actual room use only (VA will not be billed for no-show even if prior notification has not been received). Invoices shall be submitted monthly in arrears. Invoices shall not exceed the authorized contract rate. Invoices for room rates shall not include tax, as the Federal Government is tax exempt.
All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.
Department of Veterans Affairs
FMS-VA-2(101)
Financial Services Center
PO Box 149971
Austin TX 78714-9971
Vendor e-Invoice Set-Up Information: Vendor shall contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:
OB10 e-Invoice setup information: 877-489-6135 email: VA.Registration@ob10.com
FSC e-Invoice Contact Information: 877-353-9791 email: vafsccshd@va.gov
8. Payment: All payments by the Government to the contractor will be made in accordance with FAR 52.232-34, Payment by Electronic Funds Transfer Other Than System for Award Management. Payment will be made monthly in arrears upon receipt of a properly prepared invoice. Payment shall be rendered for actual room charges only for actual room use only (Contractor may bill for no-shows at a rate of $90.00 if Veteran confirms reservation and does not show for lodging stay after 7:00 p.m.) Payment for actual used room shall not include tax, as the Federal Government is tax exempt.
See attached document: Hoptel Inspection Checklist (2020 thru 2024 POP).
36C24719Q0657
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SECTION E - SOLICITATION PROVISIONS
E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)
Incorporated Full Text __ truncated for FBO Posting
E.2 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS (OCT 2018)
(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.
(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show
(1) The solicitation number;
(2) The time specified in the solicitation for receipt of offers;
(3) The name, address, and telephone number of the offeror;
(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;
(5) Terms of any express warranty;
(6) Price and any discount terms;
(7) "Remit to" address, if different than mailing address;
(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);
(9) Acknowledgment of Solicitation Amendments;
(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and
(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.
(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.
(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.
(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.
(f) Late submissions, modifications, revisions, and withdrawals of offers.
(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.
(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and
(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or
(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or
(C) If this solicitation is a request for proposals, it was the only proposal received.
(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.
(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.
(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.
(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.
(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.
(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.
(i) Availability of requirements documents cited in the solicitation.
(1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to
GSA Federal Supply Service Specifications Section
Suite 8100 470 East L'Enfant Plaza, SW
Washington, DC 20407
Telephone (202) 619-8925
Facsimile (202) 619-8978.
(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.
(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:
(i) ASSIST (https://assist.dla.mil/online/start/);
(ii) Quick Search (http://quicksearch.dla.mil/);
(iii) ASSISTdocs.com (http://assistdocs.com).
(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by?
(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);
(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or
(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.
(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.
(j) Unique entity identifier. (Applies to all offers exceeding $10,000, and offers of $10,000 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation Unique Entity Identifier followed by the unique entity identifier that identifies the Offeror s name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.
(k) [Reserved]
(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:
(1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.
(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.
(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.
(4) A summary of the rationale for award;
(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.
(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.
(End of Provision)
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS
Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.
The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:
(End of Addendum to 52.212-1)
TEAM CONSENSUS TECHNICAL EVALUATION FORM
SOLICITATION VA247-16-Q-0045
HOPTEL
Name of Offeror: ______________________________
Evaluation Team Members:
Name: __________________
Name: __________________
Name: ___________________
Evaluation Instructions: The evaluation team shall review the submitted proposal(s) for each offeror and determine if each of the factors are considered Acceptable or Unacceptable based on the following definitions. The technical evaluation team is not authorized to discuss or contact any aspect of the submitted proposal with offerors or government officials that are not part of the evaluation team. In order to be selected for award the offeror must be considered acceptable on ALL factors and have the lowest overall submitted price including all option periods.
Acceptable: Definition: ALL of the minimum acceptable evaluation criteria/factors are clearly met by the proposal.
Unacceptable: Definition: Not all of the minimum acceptable criteria/factors are met by the proposal. Proposal fails to meet one or more of the requirements identified in the evaluation factors/criteria. Clarifications can be made without entering into formal discussions with the offeror.
Communications: The government anticipates awarding without discussions and clarifications are permitted. Clarifications are defined as communications with an offeror for the sole purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal. Clarifications do not give the offeror an opportunity to revise or modify its proposal, except to the extent that correction of apparent clerical mistakes results in a revision. All requests for Clarifications must be submitted to the Contracting Officer for formal communication to the offeror.
The following table will be used for each proposal received to score each LPTA factor as to whether it is Acceptable or Unacceptable.
Non- Cost/Price Factors
Technical Approach/Plan
Factor Descriptions
Acceptable -Yes
or
Unacceptable-No
Documentation that confirms the Offeror can provide the HOPTEL service as indicated in the Statement of Work?
Documentation that confirms that company has the required business licenses/permits/registration to operate a hotel in the State of South Carolina.
Documentation that confirms that company has the required business licenses/permits/registration to operate a hotel in the County of Charleston, State of South Carolina.
Documentation that confirms that company has the State required insurance coverage and surety bonds to operate a hotel in the State of South Carolina, Charleston County.
Documentation that confirms that hotel has pest control services to include but not limited to services for bed bugs, cockroaches, termites, ants, rats & rodents, flied, mosquitoes, fleas, spiders, wildlife, ticks, beetles, gnats, silverfish, earwigs, stinging pests, stink pugs, millipedes, weevils, fruit flies, mites, crickets, bees, kissing bugs, lice, moth, and spiders and the rate in which pest control services are rendered.
Documentation of hotel s Certificate of Inspection to include but limited to inspection of fire alarm system, smoke detectors & carbon monoxide detectors and sprinkler systems.
Documentation that confirms the company is a registered small business in the System for Award Management (SAM) located https:// www.sam.gov?
Documentation that confirms status as a Small Business (SB).
*OVERALL RATING
In order to be selected for award the
offeror must be Acceptable in all factors.
Evaluation Team Leader:
Printed Name ____________________
Signature _____________________ Date: ______________________
E.3 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014)
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
Technical - No exceptions to evaluation factors listed in Section 6, Performance Requirements of SOW. If exceptions exist, clearly state so within Quote.
Past Performance - past three (3) years
Price
Technical and past performance, when combined, are equal to Price.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(End of Provision)
E.4 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (OCT 2018)
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E.5 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JUL 2016)(DEVIATION)
Incorporated Full Text __ truncated for FBO Posting
E.6 52.216-1 TYPE OF CONTRACT (APR 1984)
The Government contemplates award of a Firm-Fixed-Price contract resulting from this solicitation.
(End of Provision)
E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)
Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from:
LaToyer Furbush
Contracting Officer
Hand-Carried Address:
Department of Veterans Affairs
Ralph H. Johnson VA Medical Center
325 Folly Road
Charleston SC 29412
Mailing Address:
Department of Veterans Affairs
Ralph H. Johnson VA Medical Center
325 Folly Road
Charleston SC 29412
(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.
(End of Provision)
E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018)
(a) Any protest filed by an interested party shall
(1) Include the name, address, fax number, email and telephone number of the protester;
(2) Identify the solicitation and/or contract number;
(3) Include an original signed by the protester or the protester s representative and at least one copy;
(4) Set forth a detailed statement of the legal and factual grounds of the protest, including a description of resulting prejudice to the protester, and provide copies of relevant documents;
(5) Specifically request a ruling of the individual upon whom the protest is served;
(6) State the form of relief requested; and
(7) Provide all information establishing the timeliness of the protest.
(b) Failure to comply with the above may result in dismissal of the protest without further consideration.
(c) Bidders/offerors and Contracting Officers are encouraged to use alternative dispute resolution (ADR) procedures to resolve protests at any stage in the protest process. If ADR is used, the Department of Veterans Affairs will not furnish any documentation in an ADR proceeding beyond what is allowed by the Federal Acquisition Regulation.
(End of Provision)
E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)
(a) As an alternative to filing a protest with the Contracting Officer, an interested party may file a protest by mail or electronically with: Executive Director, Office of Acquisition and Logistics, Risk Management and Compliance Service (003A2C), Department of Veterans Affairs, 810 Vermont Avenue NW, Washington, DC 20420 or Email: EDProtests@va.gov.
(b) The protest will not be considered if the interested party has a protest on the same or similar issue(s) pending with the Contracting Officer.
(End of Provision)
E.10 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
(End of Provision)
E.11 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE
The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" contained in this document. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.
FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)
FAR Number
Title
Date
52.204-7
SYSTEM FOR AWARD MANAGEMENT
OCT 2018
52.204-16
COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING
JUL 2016.